J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 1 / 14

BID DOCUMENT FOR

PROCESS HOUSE

SECTION III

BID DATA SHEET (BDS)

The following bid-specific data for the plant and equipment to be procured shall amend
and/or supplement the provisions in the Instructions to Bidders (ITB). Whenever there is a
conflict, the provisions herein shall prevail over those in the ITB.

INTRODUCTION
ITB 1.1

Name of Project TENDAHO SUGAR FACTORY PROJECT

ITB 1.1

Name of Contract PROCESS HOUSE

ITB 2.1

Name of Employer:
Tendaho Sugar Factory Project,, P O box 2574, Salfaz building (in
front of Atlas hotel), Cape Verde road, Addis Ababa, Ethiopia

ITB 2.4

The bidder should have a minimum current net worth of US $ 5

million, certified by Chartered accountant.

ITB 3.2

Origin: India covering atleast 85 % of the supply and the balance

from any other country.
THE BIDDING DOCUMENTS

ITB 6.1

For Clarification of bid purposes only, the Employers address is:

Address:

City:
Country:
TEL:

Tendaho sugar factory project

P O Box 2574
Salfaz building (in front of atlas hotel)
Cape verde road
Addis Ababa
Ethiopia

+ 251 11 618 2370

+ 251 11 618 3591
Fax:
+ 251 11 618 3583
Email:
[email protected]
[email protected]
Contact person:
Ato Gebre Asrat
Factory Manager

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 2 / 14

BID DOCUMENT FOR

PROCESS HOUSE

ITB 6.4

Venue, date and time of pre-bid meeting

Venue:

Tendaho Sugar Factory Project

P O Box 2574
Salfaz Building (In Front Of Atlas Hotel)
Cape Verde Road
Addis Ababa
Ethiopia

Date:

Tentatively 4 weeks after Bid issuing date. It

should take place concurrently with the site
visit, if any

Time:

09:00 h

PREPARATION OF BIDS
ITB 8.1

Language of bid is: English

ITB 9.3 (c) & (e)

Qualification requirements for bidders, including members of

joint ventures, subcontractors or vendors.
It is mandatory that all the bidders shall furnish the following
information along with the Bid offer to get qualified.
The principle qualification criteria is that it has an experience of
minimum ten (10) years in supplying and installing such facilities and
implementing facilities namely sugar factory process house not less
than 5000 TCD capacity as a single stream and not less than 750
TPD refinery. The Bidder as an individual bidder or as a member of
Joint Venture must have executed a minimum of 2 such projects in
the past 10 years. The Bidder must submit along with its bid the
following particulars.
1.0 Individual Bidders or Individual Members of Joint Ventures
1.1 Constitution or legal status of Bidder: [Bidder to attach copy]
Place of registration: [Bidder to insert]
Principal place of business: [Bidder to insert]
Power of attorney of signatory of Bid: [Bidder to attach]

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 3 / 14

BID DOCUMENT FOR

PROCESS HOUSE

1.2 Total annual volume of construction work performed in the last

five years, in US Dollars : [insert]
2005
2004
2003
2002
2001
1.3 Work performed as prime Contractor on works of a similar
nature and volume over the last five (5) years giving the
following details for each contract. Also list details of work
under way or committed, including expected completion date.
a) Project name and country
b) Name of client, address and contact person
c) Size and key specifications of process house supplied on
turnkey basis
d) Type of work performed and year of completion
e) Date and value of contract (in US Dollars)
1.4 Details of manufacturing/production facilities for manufacturing of
process house equipment.
1.5 Major items of Contractors Equipment [erection and related
services] proposed for installation and commissioning of the
Facilities. List all information requested in the following format.
a)
b)
c)
d)

Item of equipment
Description, make, and age (years)
Condition (new, good, poor) and number available
Owned, leased (from whom?), or to be purchased (from
whom?)

1.6 Qualifications and experience of key personnel proposed for

administration and execution of the Contract. Insert details in
the following format and attach biographical data for key
personnel.
a)
b)
c)
d)
e)
f)

Position
Name
Qualifications
Type of experience in similar functions
Years of experience (general)
Years of experience in proposed position

1.7 Proposed subcontracts and firms involved.

a) Section / component of Facilities
b) Value of Subcontract

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 4 / 14

BID DOCUMENT FOR

PROCESS HOUSE

c) Subcontractor name, address and contact person.

d) Type of experience in similar work (incl. Details and value
of work done in last five years as per 1.3 above)
e) Years of experience (general)
1.8 Audited accounts for the last three years; bank references; etc.
[Furnish details below and attach copies.]
1.9 Evidence of access to financial resources to meet the
qualification requirements: cash in hand, lines of credit, etc.
[Furnish details below and attach copies of supporting
documents.]
1.10 Name, address, and telephone, telex, and facsimile numbers of
banks that may provide references if contacted by the
Employer. [Furnish details below.]
1.11 Information on current litigation in which the Bidder is involved.
[Furnish details in the following format if applicable]
a) Name and address of other parties
b) Cause of dispute
c) Amount involved in US Dollars
1.12 Statement of compliance with requirements of Clauses 2. of the
Instructions to Bidders.
1.13Proposed Program (work method and schedule). Descriptions,
and charts, as necessary, to comply with the requirements of
the Bidding Documents. [attach]
2.0 Joint Ventures
2.1 The information listed in 1.1 - 1.12 above shall be provided for
each partner of the joint venture.
2.2 The information in 1.13 above shall be provided for the joint
venture.
2.3 Attach the power of attorney of the signatory(ies) of the Bid
authorizing signature of the Bid on behalf of the joint venture.
2.4 Attach the Agreement among all partners of the joint venture
(and which is legally binding on all partners), which shows that
(a) all partners shall be jointly and severally liable for the
execution of the Contract in accordance with the Contract
terms;

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 5 / 14

BID DOCUMENT FOR

PROCESS HOUSE

(b) one of the partners will be nominated as being in charge,

authorized to incur liabilities, and receive instructions for
and on behalf of any and all partners of the joint venture;
and
(c) the execution of the entire Contract, including payment, shall
be done exclusively with the partner in charge.
3.0 Additional Requirements

ITB 9.3 (d) (ii)

3.1 Bidders should provide any additional information required in

the Bidding Data or the Bid Documents.
The period is: Two years
Spares required for operation; number of years following completion:
20 years

ITB 9.3 (g)

Alternative bids are acceptable particularly for the refinery

section detailed in Bid Document. The bid document specifies a
specified sizing/ technology for refining process. The bidder [only for
refinery] can suggest alternative clarification system, decolourisation
system of raw sugar melt, those are better in terms of cost and
efficiency, and that the alternative suits to the design parameters
given in the bid document.
Bidder can also suggest alternate condensate (exhaust & vapour)
handling system. Alternate condensate handling system shall be
better in terms of cost and efficiency.
BID PRICE AND CURRENCY

ITB 11.3

Separate numbered Schedules shall be used for each of the following

elements. The total amount from each Schedule (1 to 6) shall be
summarized in a Grand Summary (Schedule 7) giving the total bid
price(s) to be entered in the Bid Form.
Schedule No. 1

Plant and Equipment (including Mandatory

Spare Parts) Supplied from Abroad

Schedule No. 2

Plant and Equipment (including Mandatory

Spare Parts) Supplied from within the
Employers Country

Schedule No.3

Insurance for Ocean and Local Transportation

Schedule No. 4

Ocean Transportation

Schedule No. 5

Local Transportation

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 6 / 14

BID DOCUMENT FOR

PROCESS HOUSE

Schedule No. 6

Installation and other Incidental Services

[excluding civil works, civil foundations, but
including foundation grouting}

Schedule No. 7

Grand Summary (Schedule Nos. 1 to 6)

Schedule No. 8

Recommended Spare Parts

Bidders shall note that the plant and equipment included in Schedule
Nos. 1 and 2 above exclude materials used for civil, building and
other construction works. All materials required for installation and
other purposes shall be included and priced under Schedule No. 6,
Installation Services.
ITB 11.4 (a)

ITB 11.4 (b)

i)

Plant and equipment to be supplied from abroad shall be quoted

on basis of DDU Tendaho Sugar Factory Project site.
Employer assumes import custom clearances and payment
of custom duties and taxes.

ii)

In addition, bidders shall indicate EX works price, FOB port of

dispatch price also.

iii)

Named place of destination for above Incoterm delivery is

Tendaho Sugar Factory Project site, which is adjacent to the
Addis- Djibouti tarmac highway with a convenient distance
from port of Djibuti.

i)

Prices shall be quoted DDU Tendaho Sugar Factory Project

ii)

In addition, bidders shall indicate EXW price also.

iii)

Named place of destination for DDU is Tendaho Sugar Factory

Project Site.

ITB 11.6

The price shall be fixed.

ITB 12.1 (b)

This should be quoted in Local Currency Only.

ITB 12.1 (c)

The choice of currencies in T

I B Sub-Clause 12.1 (c) shall be as
under.
-

Insurance will be in Local Currency only as the goods / cargo

has to be Insured by Ethiopian Insurance Corporation Only.

Ocean fright will be in local Currency or in Foreign Currency

depending upon whether the cargo is being shipped through
an Ethiopian Shipping line or any other shipping line.
Shipment through Ethiopian Shipping line is a must if the
shipping line plies to the Port of Shipment.

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 7 / 14

BID DOCUMENT FOR

PROCESS HOUSE

Local Transportation will be in Local Currency only.

Installation Services could be either in Foreign Currency or in

Local Currency depending upon the type of currency in which
the Expenditure is likely to occur.

BID PREPARATION AND SUBMISSION

ITB 13.1

Bid shall include a Bid Security (issued by bank or surety) included in

Section VII Bidding Forms;
Amount of bid security US $ 50,000 or equivalent in freely
convertible foreign Currency.

ITB 13.2

Bid Security shall be in the form of Bank Guarantee from a reputable

banking institution and confirmed by local bank.

ITB 14.1

Bid validity period 120 days from the date of bid opening.

ITB 15.1 & 19.2

The number of copies of the Bid to be completed and returned shall

be ONE original plus FOUR copies plus ONE electronic copy on a
Data Compact Disk (CD) in Microsoft Word format for text and
Microsoft Excel format for quantitative information. (Only Technical
and commercial bid excluding price bid shall be included on CD)
In case of any discrepancies between the submissions, the original
bid shall be considered to be correct.

ITB 16.1

Bidders shall not have the option of submitting their bids only
electronically but with hard copies as indicated under BDS 15.1.

ITB 17.1

For bid submission purposes, the Employers address is:

Address:

Tendaho Sugar Factory Project

P O Box 2574
Salfaz Building (In Front Of Atlas Hotel)
Cape Verde Road

City:
Country:

Addis Ababa
Ethiopia

TEL:

+ 251 11 618 2370

+ 251 11 618 3591

Fax:

+ 251 11 618 3583

Email:

[email protected]
[email protected]

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 8 / 14

BID DOCUMENT FOR

PROCESS HOUSE

Contact person:

Ato Gebre Asrat

Factory Manager

The deadline for the submission of bids is:

Date: 1st June, 2007
Time: 1400 hour
ITB 20.1

Location, time and date of bid opening

Same address as given above under Clause ITB 17.1
Bid opening date & time
Date: 1st June, 2007
Time: 1500 hour
BID EVALUATION

ITB 22.5

Bid Responsiveness
Responsiveness are those important points which conform to the
major conditions set out in the Bid, without which, the Bid is
considered as non-responsive and will not be considered for further
evaluation. Following six points are considered under this category.
Table-1 below is to be filled for marking Yes I No against each
points for each Bidder.
Table- 1
Sl. No.
1
2
3
4
5
6

Description
Bid form
Bid security and its validity
Bid validity
Scope of work including amendments
Technical data
Price schedule

Bidder # 1
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No

All Bids should pass the Responsiveness before advancing to

Technical & Financial evaluation.

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 9 / 14

BID DOCUMENT FOR

PROCESS HOUSE

ITB 23.2

ITB 24.1

Currency chosen for the purpose of converting to a common

currency: Ethiopian Birr
Source of exchange rate:

Commercial bank of Ethiopia,

Addis Ababa.

Date of exchange rate:

28 calendar days prior to original

deadline for the receipt of bids as
specified in BDS 17.1

The Employer will adopt marking system for technical evaluation. A

total of 100 marks have been kept for technical and Financial /
Commercial Evaluation. Merit points shall be allotted for Technical
and Financial evaluation as given below:
i)
ii)

Technical Evaluation (ST)

Financial Evaluation (SF)

Total (ST + SF)

80
20
----100

Technical Evaluation
The technical evaluation shall be carried out in the following four
major categories:
1) Technical specification which covers Technical specification,
Technical Schedule, Drawings and flow diagrams, Scope of
work, Terminal points of supply, Performance Parameters,
Erection and Commissioning, etc.
2) Project Time Schedule
3) Training
4) Bidders Company Structure & Profile which includes
Company reputation, Financial position, Shop facility and set up,
Key personnel CV, Experience in similar jobs, Document
presentation, Resource Level, Quality plan, Confidence in
method statement, understanding the requirement, etc.
Following merit point system shall be followed for Technical
Evaluation. Upon completion of evaluation, the marks will be
corrected to level of 80 from 200.

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 10 / 14

BID DOCUMENT FOR

PROCESS HOUSE

Sl.No

Description

1.
1.1
1.2
1.3
1.4
1.5

Technical Specification
Technical Schedule
Drawings / Flow Diagrams
Terminal points of supply
Performance parameters
Erection & Commissioning

2.
3.
4.
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10

Project Time Schedule

Training
Bidders Qualification
Organizational Strength
Resource / Finance position
Shop facility / setup
Reputation
Experience in similar jobs
Understanding requirement
Document Presentation
Back up services
Experience in Africa
Response to calls

Max.
Marks

Sub Total

Sub Total
Total Score (1+2+3+4)
Technical evaluated score corrected to 80

20
25
25
10
15
25
100
10
10
5
10
5
10
15
5
5
10
10
5
80
200
80

Bidders who have scored marks of 80 % and above is the technical

evaluation are only qualified for the commercial evaluation.
ITB 25.1

The comparison shall be DDU named place of destination price for

all.

ITB 25.2

Marking system will be adapted for Financial / Commercial

Evaluation. Following points shall be considered for financial
evaluation.
1.0

Evaluated Price

A)

Corrected Bid Price

Prices received from various bidders shall be brought to common

accepted figures for comparison.
i)

The prices shall be converted to a single common currency for

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 11 / 14

BID DOCUMENT FOR

PROCESS HOUSE

evaluation purpose.
ii)

For those figures, which were not filled by the bidders, the
corresponding maximum value of other bidder shall be filled for
evaluation purpose.

iii)

For sea freight, insurance and clearance, corresponding

percentage values shall be applied, if not filled by the Bidder.

Based on above, the bid price shall be calculated to a corrected Bid

Price for all bidders, for evaluation purpose.
B)

Cost due to deviation in Terms of Payment

Deviation in Terms of Payment will be compensated at an interest

rate of 10 % per annum.
C)

Cost due to deviation in Time Schedule

Deviation in Time Schedule will be compensated with 2 % of quoted

price for every month, if the time schedule is extended beyond the
stipulated months of trial completion. If the time schedule exceeds 2
months above the stipulated months, the Bid will be considered as
Non-Responsive.
D)

Cost due to deviation in Performance

Deviation in performance will be compensated by an adjustment of

0.5 % of bid price for each unit drop in the performance below the
norm of 100.
The evaluated price shall be calculated as follows:
a)
b)
c)
d)

Corrected Bid price

Cost due to deviation in payment schedule
Cost due to deviation in time schedule
Cost due to drop in efficiency figures

=
=
=
=

Total Evaluated price

2.0

xxxxx
xxxxx
xxxxx
xxxxx
-------xxxxx
--------

Financial Evaluated Score

Based on the above considerations, the financial evaluation shall be

carried out for all bidders. The evaluated score shall be calculated as
per the following formula based on maximum score of 20 for financial
evaluation.
Evaluated Score

20 x [1 (P P min)/Pmax ]

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 12 / 14

BID DOCUMENT FOR

PROCESS HOUSE

Where,

P
Pmin
Pmax

Evaluated price of Bidder

Evaluated Minimum price
Evaluated Maximum price

The evaluated price and the evaluated scores of individual bidder

shall be tabulated as per the following table.

Particulars

Max. Marks

Bidder #

Evaluated Price
Financial Evaluated score
3.0

20.00

xx . xx

Total Evaluated Score

Particulars

Max. Marks

Bidder #

Technical Evaluated Score

Financial Evaluated Score

80
20

xx . xx
xx . xx

Financial Evaluated score

100

xx . xx

4.0

Winning Bidders

The first 2 or 3 Bidders scored highest in Total Evaluated Score shall

be considered as Winning Bidders and called for negotiation
subject to the said bidder subsequently determined as a
qualified bidder as detailed in ITB 28.
5.0

Award of Contract

The 1st successful and qualified bidder shall be invited for AWARD
OF CONTRACT.
ITB 25.3 (b)

Time schedule:
Time to complete the facilities from the effective date specified in
Article 3 of the Contract Agreement for determining time for
completion of pre-commissioning activities shall be as under.
a)

For complete process house including refinery minimum 100

weeks and maximum 108 weeks. For the purposes of bid
evaluation Time to complete the facilities will be considered as
100 weeks.

The adjustment rate in the event of completion beyond the minimum

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 13 / 14

BID DOCUMENT FOR

PROCESS HOUSE

period shall be 0.2 % for each week of delay from that minimum
period.
In case of earlier delivery, a credit of 0.2% per week will be given
counting from minimum period.
ITB 25.3 (c)

ITB 25.3 (d)(i)

Functional
Guarantees

Operating and maintenance costs factors for calculation of the life

cycle
i)

number of years for life cycle [Bidder to indicate in his bid]

ii)

operating costs [Bidder to indicate inputs for a period of life

cycle]

iii)

maintenance costs, including the cost of spare parts for the

initial period of operation, [to be specified by the Bidder for the
life cycle]

iv)

rate, in percent, to be used to discount to present value, all

annual future costs calculated under (ii) and (iii) above for the
period specified in (i)

For PROCESS HOUSE:

REDUCED BOILINGS HOUSE RECOVERY
A)

for milling option

i)

Throughput of process house shall be 1140 t/h of mixed

juice.

ii)

The reduced raw sugar Process house recovery shall not be

less than 92.3 % by Gundu Rao formula.

iii)

Refinery yield shall not be less than

a)
84.70 % of EEC Gr II sugar
b)
5.84 % of R4 sugar
R4 molasses is returned back to raw sugar process house.

iv)

Power consumption Lowest of the power consumed

[within the battery limits] amongst the bids received for
milling option.

B)

for diffuser option

i)

Throughput of process house shall be 1425 t/h of mixed

juice.

J P MUKHERJI & ASSOCIATES PVT LTD

TSFP

BID DATA SHEET (BDS)

Section - III
Page - 14 / 14

BID DOCUMENT FOR

PROCESS HOUSE

ii)

The reduced Process house recovery shall not be less than

94.3 % by Gundu Rao formula

iii)

Refinery yield shall not be less than

a) 84.70 % of EEC Gr II sugar
b) 5.84 % of R4 sugar
R4 molasses is returned back to raw sugar process house.

iv)

ITB 25.3 (d) (ii)

Adjustment factor
used in bid
evaluation

Power consumption Lowest of the power consumed

[within the battery limits] amongst the bids received for
diffuser option.

The following adjustment factors will be used for the process house
in both options.
a) Addition of US Dollars 100,000 for each one percent [1%]
reduction in throughput or prorated for less than one
percent [ 1% ] of capacity indicated above
b) Addition of US Dollars 100,000 for each half percent [0.5 %]
reduction in reduced process house recovery or prorated for
less than one half percent [ 0.5 % ] of reduced process
house recovery indicated above.
c) Addition of US Dollars 50,000 for each half percent [0.5 %]
reduction in refinery yield or prorated for less than one half
percent [ 0.5 % ] of refinery yield indicated above.
d) Addition of US$ 5000 / 100 kW excess power consumption
when compared to the bid with lowest power consumption
within the battery limits.

ITB 25.3 (f)

Nil

CONTRACT AWARD

ITB 33

Amount of performance security - Ten percent (10%) of the contract

price.